Use of WCSU Facilities

 

The primary function of University's facilities is to meet the educational and institutional needs of, and to provide the physical setting for, the higher education of the students, and they should not be put to any use that impedes that mission.  The University president has the ultimate responsibility for the formulation and administration of all policy concerning the use of campus facilities.

In the interest of security and the health and safety of the University community, a uniform and central procedure for scheduling events has been established.  Every event taking place on campus or within a WCSU facility must be cleared through the appropriate office as listed below. 

Restrictions on the Use of Facilities and Grounds

Facilities and grounds shall not be used for events which:

  1. Violate federal, state, and city laws or University policy.
  2. Interfere with or disrupt any other lawful activity engaged in by anyone lawfully in the same general location at the same time.
  3. Attempt, by repeated demands, threats, or other methods, to coerce a passerby into participating in the event or accepting handouts.
  4. Promote any act likely to create an imminent safety or health hazard.
  5. Are in conflict with the tax-exempt status of the University.  Back to top.

Procedures

The following procedures have been developed to provide the maximum support to student organizations sponsoring an event or scheduling a meeting.  Student organizations should refer to the "Student Event Checklist" to insure the program is in compliance with all University policies.

All potential users of a Western Connecticut State University facility must make an official reservation through the appropriate office listed below.

Facility

File Application With

 

 

Student Center
Campus Center

Student Center Operations Office
Campus Center Operations Office

Pinney Hall Conference Center

Office of Facilities Scheduling and Promotion

Other Residence Hall

Appropriate Residence Hall Director

Ives Concert Hall

Music Department

Facilities not specified above

Office of Facilities Scheduling and Promotion
  • The reservation request should indicate any audio-visual, maintenance, custodial or other special requirements.  The room setup needs should also be clearly stated.
  • All requests are tentative until the student organization has signed the confirmation.
  • If the request includes food service, please refer to the "Food Service Section" of this guidebook.
  • If the request includes the serving of alcoholic beverages, please refer to the "Alcoholic Beverages Section" of this guidebook.
  • Organizations must make reservations at least five business days in advance, assuming that all participants are members of the University community.  Requests involving participation of non-University organizations (or non-university participants) must be made at least ten business days prior to the date of the intended usage.  The administrator responsible for the facility may, in extraordinary compelling circumstances, consider a facilities reservation request after the deadline if security and insurance issues are not a factor.
  • Upon receipt of the approved Facilities Reservation confirmation, the appropriate office will proceed with the processing and implementation of all the requirements of the form. 
  • Events scheduled in the Bill Williams Gym, Ives Concert Hall, O’Neill Center, Ives Concert Park, Midtown Quad, Campus Center Ballroom or any outside venue, must follow the Large Events Procedures discussed below.
  • Any changes to the event must be submitted on a timely basis,.  There is no guarantee that the University will be able to meet last minute requests.
  • If you need to cancel your reservation, you must contact the appropriate office immediately.  The organization might still be responsible for food, equipment or personnel charges.
  • Charges for equipment and/or personnel shall be in accordance with the schedules in effect at the time the reservation is made.
  • No publicity should be distributed until the appropriate office officially schedules the event.  Back to top.

Guest Policy for Admission to Student Sponsored Events

  • Student sponsored events are open ONLY to currently enrolled WCSU students, currently enrolled CSU students and their guests of WCSU students.
  • All attendees must be 18 or older except for WestConn students.
  • For student entry into a student sponsored event a valid CSU ID must be shown.  The only acceptable form of identification for admittance for guests is a government issued identification card, including the following:
    • Drivers license
    • State issued identification card
    • Passport
    • Federal Government issued identification card
  • WCSU students are permitted to sign in up to two guests.  Students will acknowledge that they assume responsibility for the guests they sign in.
  • All advertisement for student sponsored events must indicate the following guest policy:
    • “Admission to this event is open only to current WestConn students and their invited guests and students from the other CSU campuses”
  • The location and type of off-campus advertisement, including print and radio/TV, must be submitted for information purposes to the Student Life/Student Activities Office prior to distribution.
  • For certain events these rules may be modified with prior written approval so others may attend.
  • Signs shall be posted at the entrance of any event indicating the guest policy.  Back to top.

Large Event Procedures

Student organizations sponsoring events in the following venues must comply with the procedures outlined below:

Bill Williams Gymnasium
Ives Concert Hall
O’Neill Center
Charles Ives Center for the Performing Arts
Westside Campus Center Ballroom
Midtown Quad
Any other campus (Midtown or Westside) outdoor location

  • The sponsoring organization must meet with the Associate Director of Student Life/Student Activities , or designee, to discuss the nature and scope of the proposed event.
  • The sponsoring organization will schedule the event with the appropriate office.
  • The Student Life/Student Activities Office staff will schedule a meeting to discuss the logistics of the planned event with the following people:
    • The President, or designee, of the sponsoring organization
    • The Chief of Police, or designee, who will insure that appropriate police coverage is scheduled.  The use of metal detectors will be made by the police based on recommendations from the Student Life/Student Activities Office and the organization's advisor.
    • The Ticketing System supervisor, if admission is being charged.
    • If appropriate, a representative from the maintenance staff
    • If appropriate, the coordinator of the facility being scheduled
    • The student organization advisor.
  • It is understood that the organization's faculty advisor, or designee, must be present for the duration of the event.  The Student Life/Student Activities Office must approve the use of a designee in advance.
  • It is understood that all costs associated with the event will be the sole responsibility of the sponsoring organization and that sufficient funds must be available in the organization's account before the event will be approved.  Back to top.

Use of Metal Detectors

The Western Connecticut State University police reserve the right to use metal detectors to screen all individuals entering a specific event or room.  Use of metal detectors will be at the discretion of the chief of police, or designee, after consultation with the student organization and the Associate Director of Student Life/Student Activities .  Western Connecticut State University reserves the right not to admit any person to any event who refuses to be screened by the metal detectors.  Back to top.


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